Basic Approval Process Flow

Overview

MyPaperflow has a document approval workflow, with enabling the feature you can submit documents for peer approval before posting to the ERP. The version has a manual submission process without automated triggers, allowing you to specify the designated approver and provide optional notes to provide context with their approval request.

The feature can be found in the left side menu named "Approvals".

• Approvals tab - Displays only documents currently "Waiting for approval" by the logged-in Approver user.
• Handled tab - Includes all documents that the Approver user has already taken action (approving, rejecting, or returning for revision).
  • • Note: If a document is resubmitted for approval to the same Approver user (after edits or due to being returned for revision), it should reappear in the Approvals tab, as it is once again "Waiting for approval" for the logged-in Approver user.

Note: For all the statuses please visit the following page Processed Documents

Additional columns:

• Requester - The owner of the document whose name is displayed as Requester.
• Approver - Display Approver's name.

Note: Be aware that "Requester" means "Owner" in the system.
The documentation will also use "Requester"!

Approval statuses:

Step 1.
The requester can easily submit documents for approval process to a specific approver.

Step 2.
The requester approval window allows requesters to select the approver and include optional contextual notes with the approval request.

Step 3:
The provided "Document Approvals" view in MyPaperflow for approvers to approve or reject documents and see previously approved or rejected documents.

Step 4:
Approval statuses are the following:

• • Waiting for approval - The document was submitted for approval.
  • Returned for revision - The document has been returned for revision.
  • Approved - The document has been approved.
  • Rejected - The document has been rejected.

Step 5.
Control what the Requester can do once the Approver acts on the document.

What can the Requester do:

• • • They can download and delete.
    • Waiting for approval:
      • Do NOT allow them to book the document
      • Do NOT allow them to make changes.
    • Returned for revision:
      • Do NOT allow them to book the document
        (with this you need to request approval again)
      • Allow them to make changes.
    • Approved:
      • Allow them to book the document
      • Allow them to make changes.
    • Rejected:
      • Do NOT allow them to book the document
      • Do NOT allow them to make changes.

Step 6.

Allow the requester to "cancel" the approval request while it's "Waiting for approval", so you can edit the document, and then submit for approval again.

• • • When the approval request is canceled, the document should go back to its previous state: "Under revision", "Returned for revision" or "Approved"

Step 7.
Approval Log
In the Approval Log you can see the comments made by the requester and the approver.

To find the Approval Log open the document and click on the following icon:

Related articles:

• MyPapeflow Overview
• Uploading & Processing Documents